Background Check Policy

Updated 2023

Providing a safe place is essential to the fulfillment of the Church’s mission of reconciliation. One of the outward and visible signs of that safety is the care with which we screen, call and employ suitable persons to carry out this ministry.

All applications, fingerprinting, background checks, and reference checks (as may be required for the position) must be conducted PRIOR to the beginning of service in the Diocese, including at any Faith Community, St. Columba, Barth House or other ministry or institution of the Diocese (collectively, “Diocesan Congregations or Ministries”). The independent schools in the Diocese (St. Mary’s Episcopal School, St. George’s Independent School, and Grace-St. Luke’s School) may elect to follow this Diocesan policy, may continue to use the previous Diocesan policy, or may implement a policy recommended by the school’s administration. For persons required to have a background check by both this policy and a school’s policy (such as a priest at Grace-St. Luke’s who serves both the church and the school), the person is required to meet the requirements of both policies.

Unless a Faith Community or other ministry or institution of the Diocese is set up with Praesidium to request background searches, it must initiate the background request through the Diocese. Please send the full name and email address of the person(s) for whom the search is being performed to Sherrie Lemons (slemons@episwtn.org).

The Diocese requires that all completed background checks and applications be placed in an employee’s confidential personnel file in a secure location.  Confidential files should also be maintained for all volunteers in a secure location.
Clergy

The following applies to all Clergy, including clergy of another denomination, serving in one or more Diocesan Congregations or Ministries (including full-time, part-time, canonically resident, licensed or supply):

  • For Clergy new to the Diocese or for the second background check for persons in the ordination process (ie., during candidacy prior to ordination) a fingerprint-based background check should be performed by the Tennessee Bureau of Investigation (“TBI Fingerprint Check”). If there are significant challenges to obtaining a TBI Fingerprint Church (such as geographic distance from the closest fingerprint site, temporary shutdown or slowdown at TBI, etc.), in his or her discretion, the Diocesan employee with responsibility for oversight of this policy may determine that a background check performed by Praesidium (or other provider approved by the Diocese) may be used instead.

Click here for complete information on obtaining a TBI Fingerprint Check. 

  • If the member of the Clergy is residing outside the state of Tennessee, the Diocesan staff member overseeing background checks has the option to have an initial background check performed electronically by Praesidium (or other provider approved by the Diocese) so long as prior to beginning service in the Diocese the member of the Clergy passes a TBI Fingerprint Check.
  • For Clergy who are have been in the United States for 5 (five) years or less, or who are not otherwise able to do a TBI Fingerprint Check, a background check will be performed by Oxford Documents.
  • Clergy shall have an updated background check performed by Praesidium or other provider approved by the Diocese every five (5) years.
Lay Employees

Lay employees serving in one or more Diocesan Congregations or Ministries should receive an electronic background check through Praesidium (or another approved provider) before beginning employment and every five (5) years thereafter while continuously employed. A TBI Fingerprint Check is also considered to satisfy this requirement.

Click here for complete information on obtaining a TBI Fingerprint Check. 

Lay Volunteers

Any volunteers who work with children, youth, or vulnerable adults (such as those in hospitals, nursing homes, “shut-ins,” those experiencing homelessness, etc.) should receive a background check through Praesidium (or another approved provider) before starting to serve in the ministry and thereafter every five (5) years while serving. A TBI Fingerprint Check is also considered to satisfy this requirement.

Those Involved in Transport

For any employees who will be driving a vehicle as a part of their responsibilities, and for any volunteers who will be driving to transport others for a ministry, a driving record check will be conducted through Praesidium. Please contact Sherrie Lemons (slemons@episwtn.org) with the employee’s or volunteer’s full name and email address to begin the driving record check.

Youth Volunteers & Employees

Youth under the age of 18 who volunteer, work or otherwise serve in one or more Diocesan Congregations or Ministries require special consideration. Those youth applying for a position must completed the special Youth Application Packet (see below) and must have reference checks completed. One of the references consulted must be a school administrator, from the applicants current school, who be familiar with any disciplinary issues which might preclude a youth serving in a role working with children and other youth; examples of acceptable persons to submit a school reference are Principals, Vice Principals, Heads of School, Schoolmasters, Deans, Assistant Deans, Guidance Counselors, etc. For youth who are home-schooled or who are not enrolled in a school, please contact the Bishop’s Office for suggestions for alternate persons for this reference.

Youth Application Form

Questions

Please contact Canon Alisa Kelly (akelly@episwtn.org) regarding TBI Fingerprint Checks.

Please contact Sherrie Lemons (slemons@episwtn.org) with the full name and email address of the person(s) for whom a background check through Praesidium is being done.